R499--562-26-4-044-0014 | SPE 52837 | Erie Worship Pianist | NCO 4 Services 4 | EDA: 9/1 | Status: (VA-26-00067312)

The following questions were posed for Solicitation 36C24426Q0755 (ERIE PIANIST)

I notice this is an RFQ for a Catholic and a Protestant pianist. Is this for one person, or can it be two (split)? The Contractor shall be solely responsible for the management, direction, and administration of its personnel. The Contractor retains exclusive authority to determine staffing levels, assign duties, schedule work hours, and supervise itself or its employees in the performance of the Services.

Does the pianist have to be Catholic, or are there other requirements for a Catholic pianist? The organization requires musical competence and reliability, not adherence to any specific religious doctrine or personal faith practice. Contractor staff and designated substitutes are not required to profess, practice, or adhere to a specific religion, they are required to read and improvise and display a respectful attitude toward the worship environment over their personal faith or denomination.

To confirm, are there 2 Protestant services and one Catholic each Sunday? No. There are 2 Protestant services on Sunday and 1 Catholic on Wednesday.

Is there an incumbent in place? No

Is this a new contract, or is there a previous contract? Yes, there was a previous contract. See Below.

If there was a previous, is there a contract number? 36C24419A0021

Are there volunteers currently? No.

The purpose of this amendment is to edit the subject line for this procurement.

This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with part 12. This announcement constitutes the only solicitation. Offers are being requested and a separate written solicitation will not be issued.

Solicitation Number 36C24426Q0755 is issued as a Request for Quotation (RFQ) for Worship Pianist Services. This acquisition is set aside 100% for small business concerns in accordance with FAR 19.502-2(a). The applicable NAICS code is 711510 Independent Artists, Writers, and Performers (size standard: $9.0M). The Product/Service Code (PSC) is R499 Support: Professional Other. Only offerors who qualify as small businesses under NAICS 711510 are eligible for award.

This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.

Any award resulting from this solicitation will be issued as a Purchase Order on Standard Form (SF) 1449 with a base year and four (4) option years, competed under Simplified Acquisition Threshold (SAT) procedures of FAR Part 13. Anticipated Period of Performance is September 1, 2026 August 31, 2031.

Place of Performance: Erie VA Medical Center, 135 E. 38th Street, Erie, PA 16504

To receive an award, offerors must be registered in the System for Award Management (SAM) database at https://www.sam.gov prior to quote submission and must maintain active registration through final payment.

Any questions or concerns regarding this solicitation shall be forwarded in writing via email to the Contract Specialist by 12:00 PM EST, Wednesday, July 15, 2026. Questions will not be accepted after that date. Responses to questions will be posted via amendment on SAM.gov at http://www.sam.gov.

PART I STATEMENT OF WORK (SOW)

1.1 Background

The Department of Veterans Affairs (VA), Erie VA Medical Center, Chaplain Service requires a worship pianist to provide musical accompaniment and vocal support for Roman Catholic and Protestant worship services. All work is to be performed in accordance with applicable federal, state, and local regulations or ordinances.

1.2 Required Skills and Experience

The contractor shall provide piano or keyboard accompaniment, and vocal support as requested, for Protestant and Roman Catholic Worship Services as directed by the Chaplain Service.

The contractor shall have documented experience performing in a VA chapel setting or a

religious congregation.

The contractor shall demonstrate the ability to perform all hymns contained in the chapel hymnal with a high level of accuracy, and shall provide one piece of special music per service when requested by the officiating Chaplain.

The contractor must be able to proficiently perform a prelude, hymns from the Catholic tradition and Protestant tradition, and a postlude.

1.3 Schedule of Services

The contractor shall arrive at least fifteen (15) minutes before any scheduled service or special event and provide ten (10) minutes of appropriate prelude music coordinated with the officiating Chaplain. Current scheduled services as of the beginning of FY2027 are:

Service

Day / Time

Location

Protestant Worship

Sunday, 10:00 AM

2nd Floor Chapel

Protestant Worship

Sunday, 11:15 AM

Alpha CLC

Roman Catholic Mass

Wednesday, 1:00 PM

2nd Floor Chapel

Based upon Veteran needs and available VA staffing, there may be only one Sunday service. The contractor shall be available for two Sunday services when scheduled. Any schedule changes will be coordinated with the contractor in advance. The contractor shall notify the officiating Chaplain as soon as possible if unavailable for a regularly scheduled service. The contractor may designate a substitute; however, the contractor must personally perform at a minimum of 65% of all scheduled services the contractor is expected to attend. Special services will be announced as needed and coordinated with the contractor's schedule.

1.4 Training

The contractor shall complete all VHA-mandatory training required of contractor personnel prior to performance and annually thereafter, including privacy training specified in Part II.

PART II SECURITY, PRIVACY & RECORDS MANAGEMENT

2.1 Security Determination

This contract does not involve VA Sensitive Information; a VA security clause is not required.

2.2 Privacy Training

The contractor and all contractor employees assigned to this contract shall complete VA Privacy and Information Security Awareness Training and Rules of Behavior (VA20939) via the VA Talent Management System (TMS) prior to performance and annually during performance. If a contractor employee is unable to access TMS, they may alternatively read and sign "VA Privacy

Training for Personnel without Access to VA Computer Systems or Direct Access to or the Use of

VA Sensitive Information."

2.3 Records Management

The contractor shall comply with all applicable records management laws and regulations, including but not limited to: the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33); NARA regulations at 36 CFR Chapter XII Subchapter B; the Privacy Act of 1974 (5 U.S.C. 552a); and the Freedom of Information Act (5 U.S.C. 552), as amended.

Specific obligations:

All data created for Government use and falling under Government legal control are Federal records subject to 44 U.S.C. chs. 21, 29, 31, and 33 (36 CFR 1222.32), FOIA, and the Privacy Act, and must be managed and scheduled for disposition only as permitted by statute or regulation.

The contractor shall maintain all records created for Government use or created in the course of performing the contract in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use.

Records may not be removed from VA legal custody or destroyed except per agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to fines and penalties imposed by 18 U.S.C. 2701. Inadvertent or accidental removal, defacing, alteration, or destruction must be reported to VA. The agency will report promptly to NARA per 36 CFR 1230.

The contractor shall immediately notify the Contracting Officer upon discovery of any inadvertent or unauthorized disclosure of VA information, data, documentary materials, records, or equipment.

The contractor shall not remove material from Government facilities or systems without express written permission of the Head of the Contracting Activity.

The contractor shall obtain Contracting Officer approval before engaging any subcontractor in support of this contract where such engagement requires disclosure of information, documentary material, or records generated under the contract.

The contractor shall use Government IT equipment only for purposes authorized by this contract and in accordance with VA policy.

The contractor shall not create or maintain records containing non-public VA information not specifically tied to or authorized by this contract.

The contractor shall not retain, use, sell, or disseminate copies of any deliverable containing Privacy Act-protected information or information exempt from FOIA disclosure.

All contractor employees who create, work with, or otherwise handle records shall complete VA-provided records management training per agency policy, including initial and annual refresher training.

PART III CONTRACT LINE ITEMS (CLINs)

BASE YEAR (Sep 1, 2026 Aug 31, 2027)

CLIN

Description

Unit

Est. Qty/Yr

Unit Price

Est. Total

0001

Protestant worship pianist services Up to 2x/week (10 AM + 11:15 AM)

Each

52

$________

$________

0002

Roman Catholic worship pianist services

Each

52

$________

$________

0003

Special event worship pianist services (Ad hoc)

Each

10 - 12

$________

$________

OPTION YEAR 1 (Sep 1, 2027 Aug 31, 2028)

CLIN

Description

Unit

Est.

Qty/Yr

Unit

Price

Est. Total

1001

Protestant worship pianist services Up to 2x/week (10 AM + 11:15 AM)

Each

52

$________

$________

1002

Roman Catholic worship pianist services

Each

52

$________

$________

1003

Special event worship pianist services (Ad hoc)

Each

10 - 12

$________

$________

OPTION YEAR 2 (Sep 1, 2028 Aug 31, 2029)

CLIN

Description

Unit

Est.

Qty/Yr

Unit

Price

Est. Total

2001

Protestant worship pianist services Up to 2x/week (10 AM + 11:15 AM)

Each

52

$________

$________

2002

Roman Catholic worship pianist services

Each

52

$________

$________

2003

Special event worship pianist services (Ad hoc)

Each

10 - 12

$________

$________

OPTION YEAR 3 (Sep 1, 2029 Aug 31, 2030)

CLIN

Description

Unit

Est.

Qty/Yr

Unit

Price

Est. Total

3001

Protestant worship pianist services Up to 2x/week (10 AM + 11:15 AM)

Each

52

$________

$________

3002

Roman Catholic worship pianist services

Each

52

$________

$________

3003

Special event worship pianist services (Ad hoc)

Each

10 - 12

$________

$________

OPTION YEAR 4 (Sep 1, 2030 Aug 31, 2031)

CLIN

Description

Unit

Est.

Qty/Yr

Unit

Price

Est. Total

4001

Protestant worship pianist services Up to 2x/week (10 AM + 11:15 AM)

Each

52

$________

$________

4002

Roman Catholic worship pianist services

Each

52

$________

$________

4003

Special event worship pianist services (Ad hoc)

Each

10 - 12

$________

$________

Total Estimated Contract Value (All Years): $____________

Note: Estimated quantities are for evaluation purposes only. The Government makes no guarantee of any minimum or maximum quantity of services to be ordered. All quantities are estimated and not guaranteed. CLINs 0001, 1001, 2001, 3001 and 4001 unit price is a flat per-Sunday-date rate covering all Protestant services scheduled that date (whether one or two services occur). Offerors shall not submit separate rates for the 10:00 AM and 11:15 AM services.

PART IV EVALUATION CRITERIA

52.212-2 EVALUATION COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

Quotes will be evaluated on a Lowest Price Technically Acceptable (LPTA) basis, applying the source selection process at FAR 13.106-2 by analogy under simplified acquisition procedures (FAR Part 13).

Factor 1 Technical Acceptability (Go/No-Go)

Technical acceptability is evaluated on a Go/No-Go basis. An offeror must receive a rating of "Acceptable" on all three sub-factors below to be considered technically acceptable and advance to price evaluation. Failure to meet any sub-factor will result in a rating of "Unacceptable" and removal from competition.

Sub-Factor 1A Documented Experience (Resume)

The offeror shall submit a current resume or professional biography demonstrating relevant musical and performance experience. The Government will evaluate the nature, duration, and relevance of the experience described. At a minimum, the resume must address:

Positions held as a worship pianist, accompanist, or similar role (title, organization, and approximate dates of service);

Denominations or faith traditions served (Protestant, Roman Catholic, or both);

Experience performing in a VA chapel setting, religious congregation, hospital, or similar institutional environment; and

Any formal musical training or education, if applicable.

The offeror's resume shall demonstrate the ability to perform the full required repertoire, including hymns from both the Protestant and Roman Catholic traditions per SOW ¶1.2. Experience limited to one tradition will not automatically render an offeror unacceptable, provided the resume or performance demonstration (Sub-Factor 1B) otherwise establishes the offeror's ability to perform hymns from both traditions as required. Sub-Factor 1A will be rated Acceptable or Unacceptable only; no comparative distinction will be made among offerors rated Acceptable.

Sub-Factor 1B Demonstrated Performance Ability (Video Recording or Live Audition)

The offeror shall demonstrate musical proficiency through one of the following methods, at the offeror's election:

(Option 1 Video Recording) Submit a video recording, no more than fifteen (15) minutes in length, demonstrating the offeror's performance of the following:

One (1) Protestant hymn (e.g., from a United Methodist, Baptist, or non-denominational hymnal);

One (1) Roman Catholic hymn (e.g., from the Gather or Breaking Bread hymnal);

One (1) prelude or postlude selection of the offeror's choosing; and Vocal accompaniment, if applicable.

Video submissions shall be provided via a publicly accessible link (e.g., YouTube, Vimeo, Google Drive) included in the quote submission. The Government is not responsible for broken or inaccessible links. Offerors are encouraged to verify link accessibility prior to submission.

(Option 2 Live Audition) Request a live audition at the Erie VA Medical Center, 2nd Floor Chapel. Auditions will be scheduled by the Government following the quote submission deadline and prior to award. Offerors selecting this option must confirm their availability for an audition within 5 business days of receiving Government notification.

The Government reserves the right to request a live audition from any offeror, regardless of whether a video was submitted, if the video is insufficient to make a technical determination.

Sub-Factor 1C References

The offeror shall provide a minimum of two (2) and a maximum of three (3) professional references who can attest to the offeror's musical performance and reliability. References shall include, for each reference:

Reference name and title;

Organization name;

Relationship to offeror (e.g., supervising Chaplain, Music Director, congregation leader);

Phone number and email address; and

Brief description of the context in which the reference observed the offeror's performance (denomination, setting, approximate timeframe).

The Government reserves the right to contact references as part of the technical evaluation. References from family members will not be considered. References from current VA employees must comply with applicable ethics requirements and will be evaluated at the Government's discretion.

Factor 2 Price

The total evaluated price will be calculated by multiplying the offeror's quoted unit prices by the estimated quantities in Part III across all years (base + four options). Only technically acceptable quotes will be evaluated for price. Award will be made to the technically acceptable offeror offering the lowest total evaluated price.

The Government may determine that an offer is unacceptable if option year prices are significantly unbalanced relative to the base year per FAR 15.404-1(g), as applied by analogy under simplified acquisition procedures.

A written notice of award or acceptance of a quote, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the quote, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept a quote whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

PART V - 52.212-4 TERMS AND CONDITIONS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEV 2025)

52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contract Ordering Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

https://www.acquisition.gov/far-overhaul

http://www.va.gov/oal/library/vaar/

(End of Provision)

FAR/VAAR Number

Title

Date

52.203-18

52.204-7

52.219-1

52.225-25

852.209-70

PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS OR STATEMENTS REPRESENTATIONS

SYSTEM FOR AWARD MANAGEMENT

SMALL BUSINESS PROGRAM REPRESENTATIONS

PROHIBITION ON CONTRACTING WITH ENTITIES ENGAGING IN CERTAIN ACTIVITIES OR TRANSACTIONS RELATING TO IRAN REPRESENTATION AND CERTIFICATIONS.

ORGANIZATIONAL CONFLICTS OF INTEREST

JAN 2017

NOV 2024

FEB 2024

JUN 2020

OCT 2020

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This Contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

https://www.acquisition.gov/far-overhaul

http://www.va.gov/oal/library/vaar/

FAR/VAAR

Number

Title

Date

52.203-17

52.203-19

52.204-9

CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS AND REQUIREMENT TO INFORM EMPLOYEES OF WHISTLEBLOWER RIGHTS

PROHIBITION ON REQUIRING CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS OR STATEMENTS

PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL

NOV 2023

JAN 2017

JAN 2011

52.204-13

52.209-10

52.219-6

52.222-3

52.222-36

52.222-50

SYSTEM FOR AWARD MANAGEMENT MAINTENANCE

PROHIBITION ON CONTRACTING WITH INVERTED DOMESTIC CORPORATIONS

NOTICE OF TOTAL SMALL BUSINESS SET-ASIDE

CONVICT LABOR

EQUAL OPPORTUNITY FOR WORKERS WITH DISABILITIES

OCT 2018

AUG 2018

NOV 2025

NOV 2025

NOV 2025

NOV 2025

52.222-62

52.223-23

52.226-8

52.232-33

52.232-40

52.233-3

52.233-4

852.203-70

PAID SICK LEAVE UNDER EXECUTIVE ORDER 13706

SUSTAINABLE PRODUCTS AND SERVICES

ENCOURAGING CONTRACTOR POLICES TO BAN TEXT MESSAGING WHILE DRIVING

PAYMENT BY ELECTRONIC FUNDS TRANSER-SYSTEM FOR AWARD MANAGEMENT

PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS

PROTEST AFTER AWARD

APPLICABLE LAW FOR BREACH OF CONTRACT CLAIM

COMMERCIAL ADVERSTISING

JAN 2022

MAY 2024

MAY 2024

OCT 2018

MAR 2023

AUG 1996

OCT 2004

MAY 2018

852.232-72

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

NOV 2018

52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 1 day provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years.

End of Clause

PART VI QUOTE SUBMISSION INSTRUCTIONS

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEVIATION AUG 2025)

Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.

Quotes shall be submitted via email to Contract Specialist, Derrick Maruski at Derrick.Maruski2@va.gov. no later than July 17, 2026 , 3:00 PM EST. Please insert "Solicitation No. 36C24426Q0755 Erie Chapel Pianist" in the subject line. All submissions shall be 5MB or less per email; if larger, submit multiple emails labeled 1 of XX, 2 of XX, etc. Late quotes will be treated per FAR 52.212-1(f) and will not be considered.

Questions will be accepted until July 15, 2026, NLT 12:00 PM EST. Responses will be posted on SAM.gov via an amendment to this solicitation. Question submitted after this time frame will NOT be addressed.

Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers.

Offerors are responsible for submitting offers and any modifications or revisions to the Government office designated in the solicitation by the time specified in the solicitation.

Any offer, modification, or revision received after the time specified for receipt of offers is

"late" and will not be considered unless it is received before award is made and the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition. However, a late modification of an otherwise successful offer that makes its terms more favorable to the Government will be considered at any time it is received and may be accepted.

If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

Offerors may withdraw their offers by written notice to the Government received at any time before award.

The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror's initial offer should contain the offeror's best terms. However, the Government reserves the right to conduct discussions, if necessary. The Government may reject any or all offers if such action is in the public interest, accept other than the lowest offer, and waive informalities and minor irregularities in offers received.

Failure to follow all submission instructions may result in the offeror being determined nonresponsive and removed from competition.

Quotes shall include all of the following:

Cover Letter identifying company name, contact information, CAGE Code, and SAM Unique Entity Identifier (UEI) number of the prime and any teaming partner or subcontractor.

SAM.gov Registration Unique Entity Identifier (UEI) and confirmation of active SAM.gov registration. No award will be made to an offeror not registered in SAM.gov.

Representations and Certifications A completed copy of FAR 52.212-3, or confirmation that current reps and certs are on file in SAM.gov (https://www.sam.gov).

Statement Regarding Terms and Conditions The offeror shall include one of the following statements: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following: [list exceptions]." And a statement acknowledging any amendments to this solicitation, if applicable.

Technical Capability Submission Comprising all three of the following: (a) Resume Addressing Sub-Factor 1A as described in Part IV. No page limit, but concise submissions are encouraged. (b) Performance Demonstration A publicly accessible video link or a written request for a live audition, addressing Sub-Factor 1B as described in Part IV. (c) References A minimum of two (2) professional references addressing Sub-Factor 1C as described in Part IV, provided within the resume or as a separate attachment.

Completed Price Schedule Unit prices for all CLINs in Part III (base year and all four option years).

End of Document